Apartment Building Maintenance

This workflow example guides you through apartment building inspections / maintenance.

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2) Click Edit to customize it
3) Set up integrations/Automations

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Apartment building details

Organize your maintenance team

Interior maintenance:

Check condition of paint

Check all the flooring

Check light fixtures

Clean furniture in common areas

Inspect electrical safety and performance

Inspect elevator(s)

Check condition of fitness center

Inspect plumbing system

Conduct pool maintenance

Interior Approval:

Exterior maintenance:

Inspect roofing

Inspect HVAC performance

Inspect terraces & balconies

Exterior Approval:

Update building records

Apartment building details

This is a task, one of the actionable steps in your workflow.

⬆️ When you edit a workflow, you can assign tasks to other users, give them a deadline to be completed by, pause the workflow run at this point, or change who can see this task by adjusting the permission settings ⬆️

Apartment building name

Street address

City

State

ZIP code

Does the building have an elevator?

Does the building have a fitness center?

Does the building have a pool?

Do any of the apartments have a terrace or balcony?

Approver details

Approver (full name)

Organize your maintenance team

This task contains subtasks that you can use to break complex tasks into smaller steps. Edit the workflow to add more rows (enter key) or delete rows (delete or backspace key).

1

Plumbing
2

Appliances
3

Electrical
4

Tools Storage
5

HVAC
6

Walls/Ceilings
7

Flooring
8

Cleaning
9

Other

Maintenance team members & organization

Maintenance team contacts list

You could embed your team list below, if it's in a Google Sheet, Excel file or Airtable for easy access. Edit the workflow to use the embed widget below.

Interior maintenance:

This is a heading, used to separate tasks into sections in your workflow.

Once all the interior maintenance checks have been completed, they will be submitted for approval.

Check condition of paint

Edit the workflow to add images or videos to help show how interior inspections should be performed.

Description of areas in need of repainting

Date of paint inspection

Check all the flooring

Description of flooring that needs cleaning or renovation

Date of flooring inspection

Check light fixtures

Lighting maintenance/repair needs

Date of lighting inspection

Clean furniture in common areas

1

Couches
2

Chairs
3

Coffee tables
4

Lamps and standing lights
5

Other

Condition of furniture

Note other furniture and condition

Inspect electrical safety and performance

Electrical issues/maintenance needs

Date of electrical inspection

Inspect elevator(s)

This task, or the fields within it, will show or remain hidden due to Conditional Logic rules that have been set up in this workflow.

Edit the workflow and ↖️click the Conditional Logic button ↖️ to view or edit the rules.

How many elevators are there in the building?

To maintain proper elevator operation, check and correct:

1

Response time
2

Travel time between floors
3

Leveling
4

Door operation
5

Starting and stopping
6

Hall and call lights and floor indicators

To maintain elevator support systems, check and repair:

1

Emergency lighting and alarms
2

Communications devices (intercoms or telephones)

To maintain the physical condition of an elevator:

1

Maintain cleanliness
2

Check for and repair interior damage
3

Check signage and repair when necessary

Date of elevator inspection

Check condition of fitness center

This task, or the fields within it, will show or remain hidden due to Conditional Logic rules that have been set up in this workflow.

Edit the workflow and ↖️click the Conditional Logic button ↖️ to view or edit the rules.

Fitness equipment that needs to be repaired or replaced

Date of fitness center inspection

Inspect plumbing system

Plumbing maintenance/repair needs

Date of plumbing inspection

Conduct pool maintenance

This task, or the fields within it, will show or remain hidden due to Conditional Logic rules that have been set up in this workflow.

Edit the workflow and ↖️click the Conditional Logic button ↖️ to view or edit the rules.

Pool maintenance/repair needs

Date of pool inspection

Interior Approval:

Check condition of paint

Will be submitted
Check all the flooring

Will be submitted
Check light fixtures

Will be submitted
Clean furniture in common areas

Will be submitted
Inspect electrical safety and performance

Will be submitted
Inspect elevator(s)

Will be submitted
Check condition of fitness center

Will be submitted
Inspect plumbing system

Will be submitted
Conduct pool maintenance

Will be submitted

Exterior maintenance:

Once all the exterior maintenance checks have been completed, they will be submitted for approval.

Inspect roofing

Edit the workflow to add images or videos to help show how exterior inspections should be performed.

1

Clear roof drains of debris
2

Walk the perimeter to examine sheet metal, copings, and previously repaired sections
3

Check roof-to-wall connections and examine flashings for wrinkles and tearing
4

For single-ply roofs, re-caulk the top of face-mounted termination bars (if needed)
5

For bituminous roofs, check for splits in the stripping plies
6

Plan a moisture survey every 5 years to detect wet insulation or leaks